Guide to Clemson University Procurement Services

Customer Training

Scott Pigeon

Penni Douglas

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Procurement Services 

Website

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Guide to Procurement

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Vendor Portal

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Travel

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Training

•

Shop 

Clemson buyWays

 – Clemson’s online e-procurement system

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VISA

 – Procurement Card (P-Card) Program

From FAQ’s  to Contracts, Sam’s Card Program to Surplus Property, the

Procurement Services website should be a bookmark in your browser for quick

reference for all topics relative to purchasing and payment

Where To Start?

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http://www.clemson.edu/cfo/procurement/

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Procurement Questions

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buyWays or Bidding Queries

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Customized Training

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Supplier Registration

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Available Contracts

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Dept. Spending Reviews

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Sourcing Catalog Suppliers

Topics

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Ethics/Conflict of Interest

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Procurement Policy & Guidelines

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Buying

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Paying

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Ethics

The South Carolina State Ethics Act 

governs ethical

behavior for state employees:

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Do not use position for personal gain

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Do not make payments to public officials

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Do not disclose confidential information

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Overall code of conduct should be beyond any ethical

concern or question

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   Ethics

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As an employee you may be given the 

authority

 to be an

agent of Clemson University (shopper, cardholder,

accountant)

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Accountability and responsibility

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Business 

purpose

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Actions outside of the policies, may be subject to

disciplinary action or your personal liability

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Conflict of Interest

Clemson canNOT purchase from the following:

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A University employee, goods and/or services.

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An employee’s business in which he/she owns

more than 50% of the business

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An immediate family member

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Requests for exceptions are submitted via email to

the 

Procurement Director

Mike Nebesky 

(mnebesk@clemson.edu)

   864-656-2067

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http://www.clemson.edu/cfo/procurement/policies/psv_policies/psv12pol.html

Buying

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Clemson University is a State Agency &

must comply with the SC Procurement Code and utilize

the established 

State contracts

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Contract items are available in buyWays

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Suppliers with contracts are indicated with

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Our Buyers

Manager – Shirley Alexander

MRO/Facilities – Allison Patton

    Lab/Scientific – Jody Burgess

    IT/Software – Tammy Crooks

    Furniture, A/V, Agricult. – April Pitts

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State Contracts

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Air Conditioners

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Lamps/Ballasts

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Furniture

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Fuel

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Ice Machines

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Lab Equipment

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Landscaping Equipt

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Computers

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Network Equipment

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Office Supplies

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Medical Supplies

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  Copy Paper

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  Printing Photo Film & Supplies

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  Printers & Toner

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  Disaster Recovery

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  Projectors

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  Radio Equipment

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  Software

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  Temporary Services

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  Tractors

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  Vehicles

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  Video Conferencing Equipment

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Buying – The 2 Ways

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Purchase order (including the Direct Payment which is

a purchase order NOT sent to a vendor) in buyWays, 

or

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Procurement Card, ≤$2,500, unless a higher card limit

is approved.

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Lynn Crawford 

(crawfo5@clemson.edu)

Procurement Card / Sam's Club Card Administrator

864-656-2808

Buying

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* Indicates the University’s Procurement Certification

Paying

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Timely payment

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Invoices should be entered upon receipt for buyWays

–

PO – already approved

–

Enter Non-PO Invoice which routes for approval

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Payment to vendor is based on the vendor payment

terms specified in PSFT system – 

Default Net 30

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All vendors are required to register with Clemson prior to

doing business

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As a state agency, Clemson has 

30 days after receipt

 of

goods to pay any invoice

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Paying

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Requisition ~ PO ~Invoice (Preferred Method)

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Any amount AND a legal binding contract exists with checks and

balances for Clemson and the vendor -  PO before invoice

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Forms

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Payment Request Form (Invoice liability without prior PO)

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or one of the exemptions

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Direct Purchase Form

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For encumbrance purposes as in a declining balance for utility payments for

the budget/fiscal year

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Procurement Card

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≤ $2,500 (unless a higher limit card is approved)

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Paying

Vendor Resources – 

all vendors must register

through our vendor portal to receive a PO and/or

payment

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Dedicated Vendor Portal

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Vendor Registration

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Terms and Conditions

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Payment Inquiry Assist

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Vendor Bidding Instructions

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Procurement Policy

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Payment Policy/Options

Vendor Payment Status

Judy MacMullen 

(judymc@clemson.edu)

Vendor Maintenance Administrator

864-656-5584

buyWaysvendor@clemson.edu

https://www.clemson.edu/finance/procurement/venreg/vendorpayments.html

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Do not

 change chartfield strings or approved

funds when entering an invoice in buyWays

where the approval has already been obtained

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Do not

 change payment terms

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Payment terms are selected by the supplier

upon registration

Paying

Payment Methods

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Clemson University

is NOT tax exempt

You are responsible in determining tax applicability.

 Some specific items/commodities are tax exempt.

View list:

Tax Exemptions

Please ensure that your requisitions are marked accordingly

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Sales Tax

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Sales tax is imposed on the sale of goods and certain

services in South Carolina

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Statewide the sales tax is 6%, however counties may

elect to impose an additional X% local sales tax

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Generally

, if tax is not on the invoice, the vendor is not

registered in SC

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Purchases of tangible goods purchased from an out

of state vendor for use in South Carolina

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Use tax is complimentary to the sales tax

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Serves to “even the playing field” where out of state

sellers are concerned

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Purchaser is liable for the use tax

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Use Tax is accrued on the invoice and paid to the

SC Tax Commission by Accounting Services.

SC Tax Commission

Use Tax

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Renewals of existing agreements (maintenance, warranty, or software updates and licenses) are subject to tax based on the original

purchase.  

http://media.clemson.edu/procurement/TaxUpdates9.1.11.pdf

Tax (Maintenance, Warranty, Software)

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Same amount of tax is due whether the item is

bought in state or out-of-state

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Buy 2 lawn mowers from Smith Lawn Supplies, Clemson,

SC,  Price: $275 x 2 =$550 + $38.50

    Sales tax (7%) = $588.50 (pay to vendor)

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Buy 2 lawn mowers from internet company

Price $275 x 2 = $550 (pay to vendor)

Use tax $38.50 (pay to SC Dept of Revenue)

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Tax

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Most purchases are taxable unless R&D exemption

applies

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Installation stated as a separate line item is non-taxable

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Labor is non-taxable when the labor is stated as a

separate line item from the parts

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Do not say something is Taxable and then enter 0% for tax

in buyWays

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CXML (electronically integrated) suppliers should collect

SC sales tax

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Tax

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R&D Tax Exemption

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Equipment used 50% or more directly and

exclusively for research and development

purposes may be exempt from sales and use tax

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Completing / signing the separate form is NOT

required if PI/Approver approves a requisition

indicating purchase is R&D tax exempt

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If you have questions, please contact Accounting

Services for further clarification

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Freight – FOB Clemson – taxable – this is the default for

all Clemson purchase orders

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Tax is added on freight when entered in the freight field

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Freight – FOB Shipping Point – not taxable.

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If freight is not taxable, the amount should be entered as a

separate line item, line item marked non-taxable

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Freight paid directly to freight company – not taxable

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Freight & Tax

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Do not pay freight on state contract items ordered

unless special delivery if requested

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Freight has been negotiated by the state in the

contract pricing

Freight & Tax

1.  Item Description = “see attached” or “per quote”

1.  Item Description = “see attached” or “per quote”

2.  PO vs. payment PO

2.  PO vs. payment PO

3.  Price References < $10K or Sole Source Justification

3.  Price References < $10K or Sole Source Justification

4.  Contracts that Need Signatures

4.  Contracts that Need Signatures

5.  Attachments – Internal vs. External – 1x ONLY

5.  Attachments – Internal vs. External – 1x ONLY

6.  Sole Source Justification

6.  Sole Source Justification

7.  Select Contract or Exemption

7.  Select Contract or Exemption

8.  Attach Invoices

8.  Attach Invoices

9.  Copy Previous Orders

9.  Copy Previous Orders

10. Account Numbers  - Get it right the FIRST time

10. Account Numbers  - Get it right the FIRST time